FinCom FY Budget Hearings January 20, 2016 Meeting Minutes
Present: FinCom Members: Chairman Marshall Carroll, Vicki Divoll, Adam DeBettencourt, Susan Murphy, Jim Malkin, Linda Coutinho and Bruce Golden.
Selectmen: Chairman Jonathan Mayhew, and Warren Doty Bill Rossi was not present
Others: Tim Carroll, Melanie Becker, Ellen Biskis and Jennifer Christy.
At 7:00 PM Chairman Marshall Carroll called meeting to order in the Selectmen’s Meeting Room.
Budget books were distributed to all members of the Budget hearing process; FinCom, Selectmen, Finance team.
Town Clerk # 161:
Town Clerk Jennifer Christy presented the draft FY17 Town Clerk budget.
Ms. Christy supplied supporting documents for this budget. Ms. Christy said this is an election year and the budget reflects this. Mr. Carroll said this budget has a 4 year cycle and we expect increases during the election years. The increases to the budget are as follows;
Line # 5344 Postage increased by $166.00
Line # 5385 Election Workers increased by $980.00
Line # 5420 Office Supplies increased by $35.00
Line # 5582 Computer Supplies increased by $2,000.00
Ms. Christy intends to purchase a new laptop to utilize for elections. The old laptop has become unreliable; still very useful for minute taking but this purchase is necessary for reliable election data.
Line # 5710 in state travel increased by $795.00
Line # 5730 Dues & Memberships increased by $5.00
Planning Board # 175:
Ms. Christy is the Administrative Assistant to the Planning Board and presented the draft FY17 budget for the board. Ms. Christy said that Chairman Osnoss would have liked to have been here to be part of the budget hearing process but he had scheduling conflicts. Tim Carroll said he was sorry not to have given Mr. Osnoss notice of the meeting in a timely manner. Ms. Christy prepared and supplied supportive data for budget analysis.
The budget for Planning Board is flat except for step increase for the Administrative Assistant.
Cultural Council # 699:
Ms. Christy also presented the budget for the MV Cultural Council. This year Ms. Christy was the chairman of the MV Cultural Council board. Ms. Christy said Dyan Demers also a Chilmark resident has offered to become the next chairman for the council. Ms. Christy said there are no
changes to this budget, that the council has requested the same figure as last year $2,500.00
Human Resources Board (HRB) # 152:
Ms. Christy is also the Administrative Assistant for the HRB; Mr. Malkin is the Chairman of the HRB. Ms. Christy supplied a budget analysis document. Mr. Malkin discussed the process in how the HRB came to recommend a 0% COLA for FY17. Chilmark has for years now stuck with a system (Consumer Price Index Urban Wage Earners / Boston). Ms. Divoll asked why other island town are not 0% COLA. Mr. Carroll explained that the island towns use different methods at reaching the COLA.
Mr. Carroll reported that the administrators often are sharing information regarding the COLA and will change it at the last minutes. Ms. Divoll asked why a town would change the COLA at the last minute. Mr. Carroll said an example is Edgartown reported to everyone they were going to have a 0%COLA but after their budget process was complete they decided since they had funds they would give a COLA.
Ms. Divoll asked if while using the system had the town always stuck to the report for the COLA. Mr. Carroll said that one year the system recommended a 6% COLA and the Selectmen decided to use a smaller figure. Ms. Divoll asked if this may be readdressed later in our budget.
Mr. Malkin said the FinCom can recommend and the decision lies with the Selectmen.
Parks & Recreation # 650:
Mr. Carroll presented the draft FY17 P&R budget. Mr. Carroll explained that this department’s funds are used solely for mowing the Peaked Hill Ball Field. There were no changes to this budget.
Mr. Doty said that the Park & Recreation Committee oversees the Bulkhead Leases in Menemsha.
Ms. Biskis asked if the Town Parks & Recreation would offer swimming lessons or other activities like other island town parks & Recreation do. Mr. Mayhew said that the Chilmark Community Center Summer program used to provide those services and also sailing lessons. Mr. Mayhew said he has asked them to consider them again.
Mr. Doty said that the Selectmen recently sponsored (this program was available last year too) an after school dance program that will be taught by the Yard.
Ms. Murphy asked if the Tennis Courts are available year-round. Mr. Carroll said that they are.
Accountant # 135:
Town Accountant Ellen Biskis presented the draft FY17 budget. Ms. Biskis began with discussion of a line she would recommend adding to the salaries. Ms. Biskis is requesting an assistant to work entering data for the expense warrant once a week. Ms. Biskis recommends this assistant at an 8 hour week, with a year total of $9,229.00.
Mr. Doty recommended this going to the Human Resources Board. Mr. Carroll said that using administrative employees has worked well in the past and was hoping to see if the new hire would be a good fit for the added needs the finance team is facing.
Accountant Continued…
Ms. Coutinho said that we discussed this with the Accountant last budget season and now the Accountant is ready to implement this plan it seems well thought out. Mr. Malkin said we might consider a 2 day a week position as a finance team assistant.
Ms. Biskis continued presenting the budget increases;
Line # 5248 Software Maintenance / License increased by $702.00 Ms. Biskis explained that this is the Accountant’s portion of the WTI – Fundware software contract that serves Assessor, Tax Collector and the Treasurer.
Line # 5420 Office Supplies increased by $150.00, Ms. Biskis said she purchases checks biannually and the cost of the checks has increased.
Auditing # 136:
Ms. Biskis presented the draft FY17 budget for the Auditing. Ms. Biskis increased the line by $2,000.00 but is working with Executive Secretary Tim Carroll putting out an RFP (request for proposals) as the contract with our auditors is up this year. Ms. Biskis recommended and Mr. Carroll agrees that it’s time to get a new set of eyes on our numbers we have had the same auditors for 15 years.
Mr. Doty talked about the recommendations that the Auditors report (management letter) contained and asked for the FinCom to review and comeback for discussion.
Discussion turned to why the budget books don’t have the figures ready to review for the budget hearing process. Discussion about the financial process for the town ensued.
Tim Carroll asked that the committee review the budget books and request any items they feel is missing.
At 8:32 PM Mr. Malkin moved to adjourn, Ms. Murphy seconded the motion.
SO VOTED: FinCom; 7 Ayes, Selectmen; 2 Ayes 1 not present
Minutes respectfully submitted by Diana DeBlase. Approved 2/3/16
| 